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It specifies required sections and a structured checklist covering position details, total compensation, employment conditions, start date, relocation or upfront expense support, and the return deadline. 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An offer letter is a formal way to extend a job opportunity to a candidate. It also helps the university send a consistent message to our future colleagues and remind them why UK is a great place to work.  \nAll hiring managers should use this guide and the sample letters that follow as a best practice whenever extending an offer.  \nChecklist  \n⑥ Position details  \n• Job title  \n▶ Employing department name  \n▶ Terms of appointment (full-time or part-time)  \n• Duration of appointment if applicable (e.g., position is funded through a two-year grant)  \n• Work schedule including on-call schedule if applicable (e.g., 40 hours per week,  \n37.5 hours per week, etc. with working hours from   to   Monday through Friday)  \n• Work location details – on site, hybrid, fully remote. View guidelines at  \n[hr.uky.edu/work-location](hr.uky.edu/work-location)  \n⑥ Total compensation  \n• Rate of pay ($   /hour or $ /month) and frequency of pay (biweekly or monthly)  \n• Whether the position is exempt or non-exempt  \n• Benefits, including information outlining UK’s total compensation package (retirement match, subsidized health insurance, paid leave, etc.)  \n⑥ Conditions of employment  \n• Pre-employment screening, if applicable  \n• Statement regarding “at will” employment with verbiage from HR Policy and Procedure 12.0  \n⑥ Candidate’s start date (tentative or firm)  \n⑥ Any offers to pay for relocation or other up-front expenses, if applicable. Relocation guidelines are included in the Business procedure Manual from University Financial Services. Please note relocation packages require specific approvals as describled in the guidelines.  \n⑥ Deadline date for returning offer letter, as well as signature line.  \nInformation to consider when developing an offer letter  \n⑥ Do personalize the offer letter. Communicate enthusiasm about the candidate joining your department, and share why the candidate is a good fit in relation to the core competencies and/or values of the department.  \nHiring best practices  \nCreating an Offer Letter  \n⑥ Do keep the offer letter concise while providing details that describe the job opportunity.  \n⑥ Do write the letter on department letterhead, and have the direct supervisor sign it.  \n⑥ Do keep a copy for departmental records.  \n⑥ Do list specific degrees, certifications and/or licenses that are required for employment, if applicable. Include a date for obtaining these specific degrees, certifications and/or licenses if the candidate does not currently meet the requirements. Please work with HR Employment prior to making any contingent offers.  \n⑥ Don’t list an annual salary, since this may give the candidate an impression that the letter offers a yearly contract.  \nSuggested enclosures  \n⑥ Department information (e.g., organizational chart, mission and values, etc.)  \n⑥ Overview of Exceptional Benefits document for staff or faculty from UK Human Resources  \n⑥ Position description  \nOffer letter UK Campus: [hr.uky.edu/employment/forms/uk-campus-offer-letter](hr.uky.edu/employment/forms/uk-campus-offer-letter)  \nOffer letter UK Healthcare: [hr.uky.edu/employment/forms/uk-healthcare-offer-letter](hr.uky.edu/employment/forms/uk-healthcare-offer-letter)  \nFor additional assistance, please contact a member of your HR Career Employment Team and learn more about our Employment Consultant services: [https://hr.uky.edu/ecs](https://hr.uky.edu/ecs).  \nRevised May 2024","cbCaifvzFFT05Z12","https://ap.wps.com/l/cbCaifvzFFT05Z12","pdf",163558,"English","# Checklist\n## Position details\n## Total compensation\n## Conditions of employment\n# Information to consider when developing an offer letter\n# Hiring best practices\n## Creating an Offer Letter\n## Suggested enclosures\n# Revised May 2024","[{\"question\":\"What main sections should an offer letter include?\",\"answer\":\"An offer letter should cover position details, total compensation, conditions of employment, the candidate’s start date, relocation or upfront expense support (if applicable), and a deadline with a signature line.\"},{\"question\":\"How should hiring managers personalize an offer letter?\",\"answer\":\"Hiring managers should communicate enthusiasm about the candidate joining the department and explain why the candidate fits the department’s core competencies and/or values.\"},{\"question\":\"What should hiring managers avoid when writing the offer letter?\",\"answer\":\"Hiring managers should not list an annual salary, since it may give the impression of a yearly contract. Required degrees, certifications, and/or licenses should be listed with an obtaining date if the candidate does not yet meet requirements.\"}]","Creating an Offer Letter - 2024 Guide | PDF",1789483260]